After evaluating several solutions, Smart Choice® selected DocuWare because of its security features, the ability to integrate with their existing software, and the integrity and attitude of the vendor.
"Our Authorized DocuWare Partner (ADP) worked with us to create a solution that was the best solution for us-not the solution that was best for them. This was a differentiating factor between DocuWare and other solutions we considered. A strong vendor relationship is very important to us," said Caldwell.
The layout of commission statements changes frequently which prompted the ADP to implement a barcode-based solution. Insurance carriers send one statement to Smart Choice®, which may be up to 500 pages in length. At the top of each page is the agency name and code for the commission information found on that page. For this reason, a sequential barcode sticker is placed on the bottom right corner of each page. The statement is then scanned and the information is extracted into an Excel spreadsheet. Using the agency code pulled from the statement as a match code, Smart Choice is able to pull their own 3-digit Smart Choice® agent code and other additional information into the spreadsheet. At this point, the scanned statement pages are moved to DocuWare and the information in the spreadsheet is used to index each page of the statement.
This paperless solution eliminated mountains of manual data entry into the accounting system, automated the indexing of scanned pages and laid the foundation for Smart Choice® to deliver commission statements electronically to their agents. Once DocuWare was in use, Smart Choice® began working with another third party vendor to provide statements to the agents, via a self-serve website. As an agent logs in to the system they can see their own Smart Choice® commission summary and view only the pages of the carrier's statements that contain their information. Smart Choice® agents loved the system and used it so often that after five months of its launch it became a revenue generating entity because of the online advertising sold to insurance carriers.